Recurring Events

What are Recurring Events?

A recurring pattern keeps your Moot's sessions coming without you setting each one up. When you create one, pick the kind that fits how your group meets:

Same time every week

If your group already has a fixed slot ("every Thursday at 7 PM"), choose Same time every week when you create a pattern. There's no vote: each session is posted already decided, a set number of days ahead, and members just answer Going, Maybe or Can't go. Members get one notice when a session is posted ("New session: Thu Oct 22, 7:00–10:00 PM ET. Are you in?"), showing the moot's time and their own. The form starts from your moot's usual day, time, length, time zone and location, and the session stays at the same clock time in that zone when daylight saving changes.

To take a week off, open the pattern's menu for that week on the Recurring page, or the session's own page, and choose Skip this week, with an optional note. A week that isn't posted yet simply won't be (you can undo that). A week that's already posted is cancelled, and everyone who said Going or Maybe is told.

To meet at a different time just once, choose Move this week instead, from the same menu or from the session's own page. Pick the new date and start time in the moot's time zone; the session keeps its length and must stay within a week of its usual time. If it's already posted, everyone is told the new time and their answers stay as they were, so they can change them. Moving it back to its usual time undoes the move.

Vote each time

If your group's time changes from week to week, choose Vote each time. EventMoot opens a date poll for each period, members vote on the dates that work, and you finalize the winner. The rest of this page covers how those polls are set up.

How Vote each time works

Each session follows a cycle:

The Recurring Cycle

1. Pattern Created - You define the recurrence rules
2. Instance Generated - System creates a voting period
3. Voting Opens - Members vote on available times
4. Leader Finalizes - You pick the winning time
5. Event Created - Final event with confirmed time
6. Repeat - Next instance is automatically generated

Creating a Pattern

Step 1: Choose Frequency

Select how often your group meets:

Step 2: Set the Voting Period

The voting period is the window when members can vote:

• Period Length - How many days to collect votes (7-30 days)
• Lead Time - Days before the period to create the poll

Example: For a weekly game night with 7-day voting and 7-day lead time, the poll for Week 3 is created when Week 2 begins.

Step 3: Configure Time Suggestions

Choose how time slots are determined:

Smart Scheduling considers:

• Member availability patterns
• Historical attendance data
• Preferred session times
• Minimum participation threshold

Step 4: Set Generation Strategy

Control when instances are created:

Step 5: Template Settings

Each recurring instance uses an event template:

• Event title (can include placeholders like [Date])
• Description
• Poll structure
• Default settings

Templates are auto-created when you set up the pattern.

Managing Instances

Viewing the Timeline

The recurring tab shows a timeline of all instances:

• Upcoming - Not yet created or in voting
• Active - Currently collecting votes
• Completed - Finalized with date set
• Cancelled - Skipped or removed

Finalizing an Instance

When voting ends:

1. Go to the recurring instance
2. Review the vote results
3. Select the winning time
4. Click Finalize

The event is created with your chosen time, and attendees are notified.

Handling Exceptions

Real life doesn't always follow patterns. Exceptions let you adjust:

Skip a Period

Skip an occurrence entirely:

1. Find the instance in the timeline
2. Click Skip
3. Confirm and optionally notify members

Use for: Holidays, vacations, conflicting events

Reschedule a Period

Move a period to different dates:

1. Find the instance
2. Click Reschedule
3. Set new period dates
4. Save changes

The voting period shifts to the new dates.

Modify an Instance

Change settings for one occurrence:

1. Open the instance
2. Click Modify
3. Adjust settings (time options, description, etc.)
4. Save

Modifications only affect that instance, not the pattern.

Smart Scheduling Integration

Recurring events work best with Smart Scheduling enabled.

How It Works

1. Collect Availability - Member schedules are analyzed
2. Apply History - Past attendance patterns are considered
3. Calculate Scores - Each potential time gets a confidence score
4. Generate Suggestions - Top times are offered as options

Minimum Participation

Set the threshold for suggested times:

• 60% (default) - At least 60% of members available
• 75% - Higher bar, fewer options
• 50% - More flexible, more options

Preferred Duration

Tell the system how long your sessions typically run:

• Ensures time slots have enough buffer
• Avoids suggestions that conflict with other commitments

Conflict Handling

When conflicts arise (holidays, member unavailability), you can configure:

Pattern Settings

Activation

Patterns can be:

• Active - Generating instances normally
• Paused - Temporarily stopped
• Ended - Completed (with end date)

Look Ahead

How far into the future to plan:

• 30 days - Short-term visibility
• 60 days - Medium planning
• 90 days (default) - Good visibility

Ending a Pattern

Patterns can run indefinitely or have an end date:

• Set an end date when creating
• Or end manually when no longer needed
• Existing instances remain after ending

Best Practices

Start Simple

Begin with a basic weekly pattern and adjust:

1. Create the pattern
2. Run a few cycles
3. Refine based on feedback
4. Add automation as you learn

Communicate Expectations

Let members know:

• When voting periods open
• Deadline for responses
• How finalization works

Review Regularly

Check your pattern periodically:

• Is the frequency right?
• Are time suggestions working?
• Do members engage with voting?

Use Exceptions Sparingly

Don't over-complicate:

• Skip only when truly necessary
• Avoid constant rescheduling
• Let the pattern do the work